Copies of documents you issue

This page covers keeping the copy of a document you created and issued to a counterparty, in electronic form rather than on paper. See the overview for what is common to all categories.

5.1 Documents in scope

Document	In scope
Copy of an invoice	Yes
Copy of a quotation	Yes
Copy of a delivery note or completion report	Yes
Payslips and bonus statements	Out of scope (not national-tax documents)

5.2 Prerequisites

• The document must be created electronically from the start. Documents produced in niyase qualify. A document created elsewhere and captured afterwards belongs to electronic transactions or scanner storage
• Provide the equipment described in 1.4
• Keep a document describing the procedure on file (1.7)

This category does not require a correction and deletion history. What it requires is that every copy you issued is stored with the same content as the data it was created from.

5.3 Creating the document

Document	Where	State before issue
Invoice	Accounting → Receivables → Invoices	Draft
Quotation	Sales → Quotations	Draft
Delivery note / completion report	Sales → Assignments → Delivery notes	(no draft state)

Invoices carry the items required of a qualified invoice.

Required item	Where it comes from
Issuer's registration number (T followed by 13 digits)	Space settings
Transaction date	Issue date
Description of the transaction	Line items
Consideration by tax rate	Line item rates and amounts
Consumption tax by rate	Calculated automatically
Name of the business receiving the invoice	Counterparty

5.4 Issuing stores the copy

Choosing "Issue" from the row's action menu stores the PDF as it stands at that moment in Evidence storage as the copy.

Document	How it is issued
Invoice	Change the status from draft to sent
Quotation	Action menu → "Issue" (the quotation moves from draft to sent)
Delivery note / completion report	Action menu → "Issue"

• The stored PDF is fixed at the moment of issue. It is never regenerated afterwards
• The copy appears in the document list with the transaction date (issue date) and counterparty already recorded. The amount is recorded for invoices and quotations; delivery notes carry no amount, so the field stays empty
• The document and its copy are stored linked to each other

All three forms produce the same PDF — niyase Cloud on the server, Desktop and Mobile on the device. The same input yields the same document.

5.5 Re-issuing after a correction

If you correct the content and issue again, a new copy is added. The copy issued earlier is neither overwritten nor removed.

Delivery notes and completion reports have no draft state, so a copy is added each time "Issue" is used.

The result is a one-to-one correspondence between what each counterparty received and what is stored.

5.6 Searching copies

Copies are searched from the document list in Evidence storage.

The only search axis this category requires by law is the transaction date (the issue date).

Condition	How it is specified
Transaction date	A single value, or a range with a start and end date
Missing values	Pulls out documents with no date recorded

A whole taxable period can be searched at once. Storage is never split by period.

The screen is the same as 3.6.

5.7 Viewing and exporting a copy

Open the copy on the "Preview" tab of the document and retrieve it with "Download" (3.7). It can also be printed from the screen.

5.8 Responding to a data download request

The same as 3.8. Specify a date range and export the index CSV together with a zip of the copy PDFs.

5.9 Retention period

Copies must be kept for seven years as a rule, and ten years for a fiscal year in which a loss arises.

Copies live in Evidence storage, so 3.11 applies. Nothing is physically removed by a user action within the retention period.